About the Role
We're looking for a highly organized and proactive Executive Assistant to support both of our Co-Founders with day-to-day inbox management, scheduling, travel coordination, and administrative tasks. This is a high-trust role that requires strong judgment, attention to detail, and the ability to communicate professionally on behalf of senior leadership.
Work Structure & Requirements
- Location: Remote / Virtual
- Schedule: Part-time to start, with potential to grow
- Time Zone: Must be available during EST/Toronto business hours
- Compensation: $7 USD per hour
Key Responsibilities
1. Inbox Management
- Triage and flag urgent vs. FYI emails for both Co-Founders
- Draft and send routine replies — meeting confirms, thank-yous, scheduling back-and-forth
- Manage a "needs Founder voice" folder for anything investor, talent, or partner-facing
- Unsubscribe and clean up noise; manage newsletters
- Track follow-ups that haven't received a response
2. Scheduling & Calendar Management
- Manage calendars across time zones and coordinate meetings
- Protect buffer time and no-meeting blocks
- Send agendas and reminders ahead of key calls
- Reschedule or decline on the Founders' behalf per their rules of engagement
3. Travel Booking
- Book flights, hotels, and ground transport for conferences, investor trips, and retail meetings
- Build and share trip itineraries (single doc/PDF per trip)
- Track points and loyalty programs
- Handle changes and cancellations; collect expense receipts tied to each trip
4. Data Entry & Admin
- Update CRM records and maintain trackers (AP aging, vendor payment plans, cap table notes) — inputting only, not judgment calls
- Document filing and folder organization (Drive hygiene)
- Distribute meeting notes and action items
Required Skills & Experience
- Experience: Prior experience as an Executive Assistant, VA, or senior admin supporting founder-level or executive leadership
- Communication: Exceptional written English — able to draft professional replies that represent the Founders accurately
- Organization: Strong calendar and inbox management instincts; comfortable managing competing priorities across two executives
- Tools: Google Workspace (Gmail, Drive, Calendar); CRM familiarity a plus
- Profile: Discreet, proactive, detail-oriented, and comfortable working independently with minimal daily oversight
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